Contract Provisions
What is the cancellation policy?
Exhibitors shall have the right to cancel their Contract at any time by notifying the OVMA in writing. If the cancellation notice is received on or before Nov. 15, 2011, the OVMA shall refund any rental payments already made by Exhibitor, less a 25% cancellation fee. In the event the cancellation is received after this date, Exhibitor expressly waives any rights to a refund of any monies paid as of the date of cancellation. Under all circumstances, the OVMA retains the right to resell any booth space canceled by Exhibitor. Payments made to the OVMA are non-transferable.
Will on-site storage space be available?
The OVMA will provide limited general Exhibitor storage space on a first-come, first-serve basis. Use of this space is at the Exhibitor’s discretion. The OVMA is not responsible for any lost, stolen or damaged property or products.
Do we receive name badges in advance?
As part of Exhibitor’s online account, Exhibitor shall be able to pre-register booth staff either with completion of the Contract or at any time thereafter. All pre-registrations must be received by Feb. 10, 2012. There is no charge for the first 10 badges per 10’ x 10’ booth space. Such badges are ONLY for use by Exhibiting company’s booth staff, including Exhibiting company’s manufacturers’ representatives. Any booth staff registering on-site must provide company identification in the form of a company ID badge or a company business card.
Any Exhibiting company that exceeds its allotted number of complimentary badges will be charged a fee of $20 per additional badge. Exhibitor badges may only be used in the Exhibit Hall and may not be used to attend sessions or by those not affiliated with the Exhibitor. Any Exhibiting company who distributes badges to individuals not employed by Exhibitor’s company or who are not a manufacturer’s representative will be assessed a $500 fee and have their Exhibitor Appreciation Points reduced by 50%.
What are the payment terms to reserve a booth?
A deposit of 50% of Exhibitor’s booth space rental fee is due within 30 days of Exhibitor’s online selection of Exhibit Space. If such deposit is not received within the 30 days, the selected space shall automatically become available for reservation by another Exhibitor. All remaining booth space rental fees are due no later than Jan. 1, 2012. Failure to pay the balance by the deadline shown on the Exhibitor Prospectus, will result in the release of booth space and loss of all fees paid. Full payment for booth space must be made at the time of online selection of space for those booth spaces reserved after this date.
Who do I contact if I have any other questions about exhibiting?
Contact Exhibits Manager Cindi Rains by e-mail or phone at 800.662.6862.
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Pre-Conference Planning
How do I get an exhibitor prospectus?
If you did not receive a prospectus last year, you may sign up for our mailing list or contact the OVMA to request one. Or, you may download a PDF of the 2012 Exhibitor Prospectus.
How many booth spaces are available?
The MVC has more than 250 vendor spaces that can be arranged as in-line or island booths in various sizes.
How can I check for available booth spaces?
Please visit the Interactive Floor Plan in the Exhibitor Service Center. Under the Up-to-Date Floor Plan, you'll find current booth space availability. For more information contact Exhibit Manager Cindi Rains.
Where is the MVC Exhibit Hall located?
The Exhibit Hall takes place in Hall C of the Greater Columbus Convention Center, 400 N. High St. in Columbus. For more information on the location, visit the Greater Columbus Convention Center website.
How do I contact the MVC show decorator?
MVC show decorator, George E. Fern, can be reached at either 614-253-1500 or online.
How do I order electricity or internet for my booth?
Before the Conference, contact the Greater Columbus Convention Center. At the Conference, locate the Convention Center representative in aisle 800 next to the Exhibitor Service Center.
Am I able to ship materials directly to the Exhibit Hall?
Yes. Materials can be mailed to the following address:
Midwest Veterinary Conference
(Company Name, Booth Number)
Greater Columbus Convention Center - Hall C
400 N. High St.
Columbus, OH 43215
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Setup & Move Out
How do I order electricity or internet for my booth?
Locate the Convention Center representative in aisle 800 next to the Exhibitor Service Center.
What are the setup and move-out hours?
Island Booths may begin setting up on Tuesday, Feb. 21, 2012, from 2 to 8 p.m. Setup continues on Wednesday, Feb. 22, from 8 a.m. to 6 p.m. and Thursday, Feb. 23, from 7 to 10 a.m. Move-out begins on Saturday, Feb. 25, from 6:30 to 10:30 p.m. and continues on Sunday, Feb. 26, from 9 a.m. to noon.
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Lead Retrieval
Who is the Lead Retrieval provider for the 2012 Midwest Veterinary Conference?
We are in the process of selecting a provider and will post the information this summer.
Is Lead Retrieval included in the cost of booth rental?
Lead Retrieval in not included in the cost of booth.
What types of Lead Retrieval devices are available for rental?
This information will be posted this summer.
How do I order my Lead Retrieval unit?
This information will be posted this summer.
How much are the Lead Retrieval units?
This information will be posted this summer.
What forms of payment is accepted?
This information will be posted this summer.
Where do I pick up my lead retrieval equipment?
At the Lead Retrieval desk located in the registration area of the Hall C.
Who do I contact if I am having difficulty with my lead retrieval equipment?
A representative will be stationed at the Lead Retrieval desk in the registration area of Hall C to assist you with any challenges you might experience with the equipment.
Who do I contact when I need to upload any leads?
A representative can upload your leads at anytime during show hours at the Lead Retrieval desk. You will then have immediate access to your leads on-line.
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